At Avenues, we believe that world-class education requires world-class operations. We are seeking a proactive, independent, and mission-aligned Executive Assistant to support the Head of School (HoS) and the Academic Operations Manager.
In this pivotal role, you are more than an assistant; You will anticipate needs before they arise, design seamless systems for complex workflows, and serve as a warm, professional bridge between the Head of School Office & Academic Operations team and our vibrant community of families, faculty, and students. You will ensure that the day-to-day functioning of the school is not only efficient but reflects our commitment to excellence, discretion, and joyful rigor.
WHAT YOU WILL DO
1. Administrative Systems & HoS Support
Calendar & Presence: Act as the primary point of contact for the Head of School, managing complex agendas, protecting their time for high-priority tasks, and coordinating all incoming/outgoing documentation.
System Innovation: Create and continually refine administrative systems to streamline recurring needs, setting strategic priorities to ensure a balanced and efficient workflow.
Travel & Expenses: Coordinate domestic and international travel and entertainment arrangements for leadership and special guests. Manage and update expense reports and corporate card reconciliations with high accuracy.
High-Level Coordination: Support and coordinate school visits, professional development sessions, and leadership conferences, ensuring every event is executed to "Avenues" standards.
2. Academic Operations & Regulatory Compliance
Documentation Stewardship: Support the Academic Operations Manager in maintaining meticulous student and faculty records in full compliance with local education norms.
Regulatory Filing: Prepare, update, and submit critical documents for signature, including Transcripts, Diplomas, and Enrollment Statements.
Mandatory Reporting: Support the annual School Census (Censo Escolar) by inputting and double-checking critical data systems.
Government Relations: Coordinate faculty and student registration in the São Paulo Transportation (SPTRANS) system to ensure benefit eligibility.
3. Program & Departmental Support
Vestibular Prep Program: Provide operational support by communicating with families, students, and teachers, purchasing materials, and managing student registrations on platforms such as Poliedro.
Procurement & Logistics: Manage department purchases, deliveries, and vendor relations, ensuring all expenses are tracked and submitted for approval through the appropriate internal systems.
Independent Execution: Operate with a high degree of autonomy, organizing meetings and managing daily operations with minimal supervision.
4. Relationship Management & Communication
Cultural Ambassadorship: Welcome families, guests, and callers with a warm, professional manner that reflects Avenues’ values across both in-person and written channels.
Community Pulse: Maintain strong, trust-based relationships across the school. Serve as an extra set of "eyes and ears" for the HoS regarding school life, programs, and opportunities to recognize exceptional contributions from staff and faculty.
Crisis & Problem Solving: Act as a go-to resource for staff, aiming for a 90%+ satisfaction rate in helping colleagues solve problems and navigate school procedures.
5. Project Management
End-to-End Planning: Define activity sequencing and scheduling for specific tasks, providing detailed time estimations and resource assessments.
Monitoring & Reporting: Maintain consistent monitoring and provide timely progress reports to stakeholders, conducting after-action reviews to ensure continuous improvement.